Introduction The position of the media specialist has rapidly become heavily entwined with a great number of technological systems, resources, programs and processes. This section is provided to give an overview of the online systems available for media specialist use.
I. Lawson
The Lawson project has replaced the district's 30-year-old business system with a web-based application and information system. District trainers have developed an excellent manual and online reference, trouble-shooting, and FAQ tools to assist it the system's use. The shopping cart is also very useful when searching for purchase items and their prices.
Please click the following links to access these resource.
(Opens as a .pdf file; 145 pages) |
(Word Doc)
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(PDF)
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(Word Doc) |
(PowerPoint Show) |
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(Excel File)
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Call the Customer Service and Support Department at 744-6673 for Lawson Technical Support.
II. Account Codes & Purchasing Information
A.General Funding Information: Six sources of funding for media center purchases:
Ordering periods for media center accounts: (Fiscal Year - July 1 through June 30) Based on projected enrollment, estimate what your county allocation will be for the following year and prepare orders guided by the following time table:
June 1..…..…………..1/2 of county budget October 20…………..1/4 of county budget + any remaining balance January 1…………….1/4 of county budget + any remaining balance Febuary1..…..……….…..Re-order on remaining county balance
State Funds (annual allocation not guaranteed)
Categorical funding for school library media centers is provided by the state on a year by year basis. It is generated from instructional materials funds and is allocated on a per pupil basis with the school responsible for allocating its dollars for specific library media items. All expenditures are to support media center programs. Library furniture, security systems, equipment, computer equipment, and management systems are not eligible for purchase.
The Library Media Services Department has responsibility for planning and overseeing the expenditure of state funds. They will forward purchasing information to schools as it becomes available, usually sometime between August and September.
Internal Accounts - money obtained from fines, lost books, etc. Any money collected by the individual school media center which does not come from the county or state budgets, i.e., copy machine charges, library fines, gifts and lost or damaged book payments are deposited into the media center’s internal account fund.
These funds may be spent to purchase items directly from vendors or to supplement purchase orders being send to vendors.
The budget portion of the Annual Report requires that each school indicate the amount of internal account money which has been collected.
School funds - supplementary from principal, technology budgets, SAC, etc. Any funds provided for your use in supplementing basic county allocations may be spent within the special project’s required accounting codes or if it is found within the same "program" and "project" coding transferred into a library media center
account by means of a journal voucher. (See your bookkeeper for more information or assistance in this process.)
It is recommended that any funds received from these sources be placed in your county budget account 6200.61200 if the funds are to be used to purchase books. This will simplify the ordering, shipping, receiving, and payment process required for books. The items will go directly to Library Technical Services and special delivery to the school will be avoided.
Fund Raisers (i.e., book fairs), Club Donations, Public Donations Funds generated from these sources are usually placed in your media internal accounts. Please check with your bookkeeper to make yourself aware of county and/or school-wide procedures you should follow.
Grants Methods of handling this money varies according to the funding source requirements. When coming from outside sources, i.e., a private industry, the funds can be placed in internal accounts and spent as predetermined by the grant awarded. For assistance in obtaining or writing grants, contact Research and Development (Grant Writing) at 272-4880.
B. Account Coding For Media Centers
Accounting and Purchasing Departments of the School District of Hillsborough County use these categories to set up and follow purchasing and payments of accounts within the district. The following tables describe the ones most useful to media specialists. Use them as follows when placing an order through the Lawson system or media center template.
Account No. Components
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Site:
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Each school has its own unique 4 digit code (e.g. 1291) |
Project:
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Represents special projects funds (e.g. state funds 4505) |
Program:
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Represents general areas within the school (e.g. 610) |
Function:
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Represents purpose (e.g. media 6200) |
Object:
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Represents type of item to be purchased (e.g. books 610) |
Fund:
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Represents general operation of schools (e.g. 101)
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C. Account Number Example
Site+Proj+Prog+Func / Object / Fund NOTE: XXXX = your school's site number
Account Number |
Description |
XXXX99996106200 Object 510 Fund 101 |
Supplies |
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Use 510 for projector bulbs, blank video and audiotape cassettes,computer disks,poster printer paper, and batteries |
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Use 590 for all other media center supplies. |
XXXX99996106200 Object 530 Fund 101 |
Periodicals and Newspapers |
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Includes CD ROM or online periodicals (with transfer to appropriate account). A periodical is any publication appearing at regular intervals of less than a year and continuing for an indefinite period. Funds in this budget are non-transferable. |
XXXX99996106200 Object 610 Fund 101 (district) |
Library Books |
XXXX45056106200 Object 610 Fund 101 (state) |
Expenditures for purchases of school library books available for general use bystudents, faculty, and staff, including any reference books, even though such reference books may be used solely in the classroom. Also recorded here are costs of freight for school library books. Funds in this budget are nontransferable |
XXXX99996106200 Object 621 Fund 101 |
Audiovisual Materials Over $1,000 |
XXXX99996106200 Object 622 Fund 101 |
Audiovisual Materials Under $1,000 |
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Expenditures for non consumable materials such as videotapes, DVDs, sound recordings, books on tape, charts, maps, and globes, for example. |
XXXX99996106200 Object 641 Fund 101 |
Equipment Over $1,000 |
XXXX99996106200 Object 642 Fund 101 |
Equipment Under $1,000 |
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Expenditures for initial or additional items of equipment, furniture, furnishings, machinery, or any items not an integral part of the building or building service. |
XXXX99996106200 Object 643 Fund 101 |
Computer Hardware Over $1,000 |
XXXX99996106200 Object 644 Fund 101 |
Computer Hardware Under $1,000 |
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Includes computers and monitors, expansion cards, upgrades, and peripherals. |
XXXX99996106200 Object 691 Fund 101 |
Computer Software Over $1,000 |
XXXX99996106200 Object 692 Fund 101 |
Computer Software Under $1,000 |
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Expenditures for all computer software programs. |
D. Ordering Considerations (By Category)
Books & AV Materials Object Codes: 610: Library Books 621: AV Materials Over $1,000 - Not Equipment 622: AV Materials Under $1,000 - Not Equipment Selection of a vendor should be determined by the content of the order. If the order contains 10 or more books from the same publisher, it is advantageous to order directly from that publisher. If the order contains books from a variety of publishers, it is better to order from a jobber like Mackin, Permabound, Tandem, or Follett. All books and AV materials should be purchased shelf ready (i.e., processed & with MARC record) from approved vendors. If a non-approved vendor is the only source for a book or audio-visual item, contact Library Technical Services for approval prior to ordering the item. Library Materials Approved Vendors Due to the
implementation of Lawson , procedures for ordering library materials have changed as follows: Attached lists may not be used
Orders may not be padded (i.e., you can no longer add more titles to an order to compensate for unavailability of first-choice titles Items may not be substituted by the vendor. See the Lawson Excel Template section for detailed information on creating orders for books and audiovisual materials. All library books and AV materials will be
shipped directly to the school. LTS will do the online receiver in Lawson for each order after it receives the packing slip from the school. NOTE: If you obtain books directly by means of SAC (School Advisory Council) funds, internal accounts, club funds, etc., please request that the appropriate sponsor transfer all necessary funds into your county library book account (610) in order to expedite the ordering, shipping and receiving of all books.
Periodicals and Newspapers Object Code: 530 The July 1 fiscal year puts into place the funds necessary for the following year’s subscription needs. (i.e. July 2003 funding is used for 2004/2005 magazines.) These funds may not be transferred to any other account unless it is the 361 for online subscriptions for the explicit purchase of online periodicals. Please follow these guidelines below when ordering periodicals:
1.The first priority is to be given to curricular needs of students.
2.The second priority is to be given to leisure needs of students. Students who are not avid readers require an abundance of materials in their area of interests; such as sports, cars, fashions, science projects and short stories. These periodicals help students identify ways to fill leisure hours.
3.The third priority is to be given to professional journals. Initially the titles to be purchased are those that meet general educational issues and trends. As the budget allows, a balanced collection of periodicals for specific subject areas are purchased. Quite often the limited periodical budget cannot be stretched to cover all the areas; therefore, you should take advantage of the magazine jobber used for the media center. The jobber offers discount prices and extensive service in case of missing issues, etc. When funds other than from the media center account 530 are used in ordering periodicals (i.e. Music Department), follow one of the procedures below:
1.Transfer the departmental or outside funds to the media center account 530 and add their periodical titles to your regular periodical order.
2.If funds from another department cannot be transferred to account 530, the department can order direct from the periodical jobber. Please remind individual departments that the purchase order, in the space marked "ship to this destination," they need to identify the specific department to which the periodicals should be sent, e.g., "Music Department," "Guidance Office."
Computer Software
Object Codes: 691: Software over $1000 692: Software under $1000
Software ordered under object 691, Computer Software over $1,000 generates a DSB number unless it is listed as a subscription. Online subscriptions should be ordered under object 361.
Software ordered under object 692, Computer software under $1,000, does not generate a DSB number.
NOTE: When purchasing and using software, be sure that it is to be placed on the correct number of computers: Single user- Can only be installed on a singel computer workstation at the same time Lab Pack for 10- Can be installed on up to 10 computers at the same time
Compare prices between buying multiple copies and site license cost. If you are in a school with a larger number of computers, often a site license for frequently used software is less expensive than buying serveral stand-alone programs.
Also, when purchasing software, check computer requirements to be sure that your computer can handle the new software. If in doubt, check with the "computer expert" at your school.
Is the item a book with a CD ROM or floppy disk in the back as support for the book's content (not a "program" that stands alone)? This would be a book budget items -610- (to be processed as a book).
E. Account Allocations Each school year, media centers should receive the following dollar amounts from their schools' district funds
Object |
Amount |
510 621 622
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$1.38 per student (divided between these three account |
610 |
K-5 $1.65 per student 6-8 $2.20 per student 9-12 $2.75 per student
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* Presently some of the 610 funds are being placed under the 510 object code at some schools. Media speciaists should ask their bookkeepers to transfer the funds to the 610 account.
Object 510 Supplies Use 510 for projector bulbs, blank video and audiotape cassettes, computer disks, poster printer paper, and batteries.
Object 610 Expenditures for purchases of school library books available for general use by students, faculty, and staff, including any reference books, even though such reference books may be used solely in the classroom. Also recorded here are costs of freight for school library books. Funds in this budget are nontransferable.
Object 621 AV materials over $1000.00 Object 622 AV materials under $1000.00 Expenditures for non consumable materials such as videotapes, DVDs, sound recordings, books on tape, charts, maps, and globes, for example.
Object 530 Periodical and magazine Allocations
Elementary $495.00 Middle $660.00 High $1,650.00
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II. Hillsborough County Public Schools (HCPS)
The only session on the legacy system useful to media specialists is MCAS, used to order replacement barcodes for items and borrowers. All other functions have been replaced by Lawson.
For detailed instructions on using MCAS, please click here ----->> MCAS Directions.
III IDEAS - Email / Distance Learning
IDEAS is the county network system through which employees gain telecommunications access (email) with fellow employees, view school calendars, obtain district information and become involved in in-service training programs. All HCPS employees are automatically provided with an IDEAS account.
Your initial logon ID is your lawson number. Your initial password is the last four digits of your Social Security number. Please check with the technology resource person at your school for assistance with this system.
You may also access the system from any Internet-connected computer. Follow these steps:
b.On the IDEAS Login screen click web interface
c.Enter your User ID and password when prompted.
d. For full directions on how to use IDEAS, you may request documentation or watch for one of the workshops offered by the county. e. District Email Procedures
Statement of Administrative Procedures for Acceptable Use of Electronic Mail
The School District of Hillsborough County (SDHC) provides electronic mail (Email) services to District employees in support of public education. District mail is accessed using the First Class Client software or through the district webpage via a web browser such as Internet Explorer or Netscape.
HCPS ACCEPTABLE USE GUIDELINES
MEMBER ACCOUNT, PASSWORD, AND SECURITY
1.District employees are automatically provided a District Electronic mail account.
2.Non-District employees may request a Temporary User Account. Requests must be made through the school principal or site administrator via the Temporary User Access Form, located in the District Forms folder on IDEAS.
3.Communications made by means of district Email are subject to the Florida Public Records Law. Authorized users are solely responsible for maintaining the confidentiality of their password and user-id. Furthermore, users are solely responsible for any and all activities that occur within their account. The District is not liable for any loss that results from the unauthorized use of a password or account, either with or without the user’s knowledge. A user could be held liable for losses incurred by the District or another party due to unauthorized use of the user’s account or password. Customer Service and Support must be notified immediately of any unauthorized use of accounts or any other breach of security. These guidelines may be modified as deemed appropriate by the District.
Users are encouraged to review the guidelines posted on the District website (http://www.sdhc.k12.fl.us/policymanual/sumpol/ch8pro.htm#pro833) or in News conference on the users IDEAS desktop.
GENERAL TERMS REGARDING USE AND STORAGE
1. The District has the right to establish user limits for district email services.
2. The District has no responsibility or liability for the deletion, corruption or failure to store any messages or other content maintained or transmitted by the Email service.
3. The District reserves the right to delete accounts that are inactive for an extended period of time.
THE DISTRICT MAKES NO WARRANTY THAT ANY SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE OR ERROR-FREE.
(813) 744-6673
SPECIFIC ACCOUNT RESTRICTIONS
1. Due to storage limitations, message expiration is set to 90 days.
2. The total cumulative size of all messages in an account cannot exceed 10MB at any time. These restrictions may be changed at any time without notice to users. It is the user’s responsibility to check the guidelines periodically for changes.
ACCEPTABLE USE OF SERVICES
1. Acceptable uses of District Email are those that support the administrative and instructional activities of the School District.
2. Email users are encouraged to take advantage of all Email services such as electronic messaging, mailing lists, conferences, bulletin boards, scheduling, and district forms.
3. Any question concerning acceptable usage should be directed to Customer Service and Support at 744-6673.
4. Group mailing lists are provided as a service and are reserved for official School District business. As of November 1, 2003 the use of the “All-Email-Sites” mailing list is restricted to Directors/Managers and above.
5. Conferences are provided as a service to facilitate collaboration, problem solving, and sharing of information. Editorialized comments and personal opinions are not appropriate and will be removed at the sole discretion of the district.
UNACCEPTABLE USE OF SERVICES
1. Your use of an electronic mail account constitutes your agreement that you will not:
2. Violate the conditions of the Education Code dealing with student rights to privacy.
3. Use profanity, obscenity, or other language that may be offensive to another user.
4. Use District Email for personal, political or editorial uses.
5. Use District Email for financial gain or for any commercial or activities legal or illegal.
5. Copy commercial software or other copyright protected material in violation of copyright laws.
The District reserves the right to terminate any account, which it believes, in its sole discretion, is transmitting SPAM and unauthorized bulk Email. The District considers SPAM and unsolicited bulk e-mail a serious misuse of District resources. Infractions will be reported to Professional Standards.
PRIVACY ISSUES
1. The District staff takes precautions to safeguard the privacy of Email, however Email should never be considered “private.” Please note that the District Email is subject to public records law. Keeping passwords completely private offers the best security against unauthorized access to your electronic mail.
2. The District has no obligation to monitor electronic mail services. However, the District reserves the right to review materials posted to a District service and to remove any materials at its sole discretion. The District reserves the right to terminate individual or collective access to District Email services at any time, without notice, at its sole discretion.
3. The District reserves the right to disclose any information as it deems necessary to satisfy any applicable law, regulation, legal process or governmental request; or to edit, refuse to post, or to remove any information or materials, in whole or in part, at the District's sole discretion.
DISCLAIMERS
1. The District does not control or endorse the content, messages or information found in any Email message and, therefore, the District disclaims any liability with regard to the electronic mail services.
2. The District reserves the right to change the terms, conditions, and notices under which services are offered. The user is responsible for regularly reviewing the terms and conditions and additional terms posted on District website. The continued use of the electronic mail service constitutes an agreement to all such terms, conditions, and notices.
For further assistance with IDEAS, please contact:
Paula Romano, IDEAS Administrator Instructional Services Center Route #7 840-7061
IV. Web Sites of Value to Media Specialists Listed below are Web sites both necessary for the administrative duties of the media specialist as well as those of value in terms of general media information. They include in-house sites developed for Hillsborough County use and external sites that assist media specialists and educators alike.
This list provides information on library vendors that are approved for media specialists to use to purchase books, AV materials, and software with processing and MARC records. This is not the same list as the Lawson vendor list. |
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B. County Maintenance Request System - Use for reporting repair needs to various departments
Maintenance Request System
If you have a login for using the Maintenance Request System, there will be an icon on your First Class Desktop called Maintenance Request Info.
In this Conference are two selections:
One to submit a Maintenance Request and one to view existing Requests for your site.
The link to submit a request will no longer require you to login. (Having the MR Conference on your desktop identifies you as authorized to submit a request.)
The link to view requests will require you to use your existing MR user name (but no password) to view the existing requests for your site. |
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Computers available as per Hillsborough County specifications and bid prices. Computer items other than these would require special approval. |
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D. Professional Development System "PDS" Use this site to register and complete evaluations for district inservice workshops. The PDS can be accessed from each employee's IDEAS's desktop. |
General information and access to district and non-district resources including: databases, online library catalog, reading lists, Internet Safety, and other topic of interests.
This online handbook provides comprehensive coverage needed for the organization and administration of the school media center.
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G. Local Media Professional Organizations
Hillsborough Association for School Library Media Sepcialists HASLMS
Florida Association for Media in Education FAME
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This is an olnine listing by name or departments, people, telephone #'s and FAX numbers. |
Sunlink is the Florida K-12 Union Catalog. Media specialists may locate books found in K-12 collections across the state and check them out for thier patrons by doing an interlibrary loan. Media Specialists may also locate and download cataloging information. Other useful information found on Sunlink includes an Age of
Collection Report, AR, RC and lexile information on books and safe websites for students to use.
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This site includes book search catalogs, internet resources, calendar of events,Tampa Bay information and more.
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K. Rapid Web Designer This program is part of IDEAS. It can be used to create teacher, school and district websites. |
V. Computer Programs Useful for Media Administration:
Microsoft Office - An office suite of Word Processing, Spreadsheets, Database, Presentatio, and Publication software is the district standard.
Microsoft Office Programs
Word -Excellent word processing program capable of making tables, columns, drawings, etc.
Excel - Provides excellent budgeting sheet capabilities for internal accounts, tracking for county budgets, etc.
Publisher - Excellent Program for creating newsletters, tri-folds, flyers, etc. (Windows Only)
Access - More advanced database program and capabilities.
PowerPoint This popular program can assist educators in developing instructional / informational presentations.
Other Useful Administrative Programs
Corel Paintshop Pro - (Formerly produced by Jasc) An affordable image-editing program with many of the same features as PhotoShop, but at a much lower price.
Check with John Ellison, Supervisor of Technology Training, to obtain workshop information for many of these types of programs.
VI. Internet Use By Students
Internet use by students should be for school-related assignments or activities only. School computers must not be used simply to surf the Internet, for playing games, or for reading e-mail. A. Internet Access Guidelines
Internet access is coordinated through a complex association of government agencies and regional, state, and local networks. The operation of the Internet relies heavily on the proper conduct of the users who must adhere to strict guidelines.
1. Acceptable Use - The use of telecommunications must be in support of educational goals and policies of Hillsborough County School Board. Use of other computing resources must be consistent with School Board policies. This includes, but is not limited to: copyrighted material, threatening or
obscene material or material protected by trade secret.
2. Privileges - The use of the Internet is not a right, but a privilege, and inappropriate or irresponsible use may result in cancellation of that privilege. Each individual who is permitted access directly will receive information pertaining to the proper use of the Internet.
3. Responsible Use - You are expected to abide by the generally accepted rules of network etiquette. Be polite. Do not use vulgar or obscene language. Students should never reveal their private addresses or phone numbers or those of others. Adults should also exercise caution in revealing name and address information over the network. Electronic mail is not guaranteed to be private. Do not disrupt the network, the flow of data or other users.
4. Warranties - The Hillsborough County Public Schools makes no warranties of any kind, whether expressed or implied, for the service it is providing. The District will not be responsible for any damages you suffer including loss of data. The District will not be responsible for the accuracy or quality of information obtained through this Internet connection.
5. Security - Security is a high priority. If you should identify a security problem, you must notify an administrator immediately. Do not show or identify the problem to others. Do not use another individual's account. Attempts to log on as another user will result in cancellation of privileges. Any user identified as a security risk or having a history of problems with other computer systems may be denied access.
6. Vandalism - Vandalism may result in cancellation of privileges. Vandalism is defined as the malicious attempt to harm or destroy the data of another user, the Internet, FIRN, or other networks. This includes the creation of, or the uploading of, computer viruses on the Internet or the host site or disruption of data flow.
7. Exception of Terms and Conditions - All terms and conditions as stated in this document are applicable to all users of the Internet. These terms and conditions reflect an agreement of the parties and shall be governed and interpreted in accordance with the laws of the State of Florida and the United States of America.
VII. Student Photography Permission Form Before taking and using photographs or videos of any student, it is necessary to obtain prior written consent from a parent or guardian. This information should then be maintained in a file for future reference. This includes placing a photograph of an identifiable student on a Web page.
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